Fairfield Municipal Code Art. II General Purchasing Provisions

There is hereby created a purchasing unit of the finance department in which is vested the authority for the purchase of supplies and general contractual services.

(Ord. No. 2019-10, § 2)

The City Manager, or his or her designee, shall act as the Purchasing Officer and oversee the activities of the purchasing unit. The duties of the Purchasing Officer, or his or her designee, shall include, but not be limited to, the following:

(a) Purchase of supplies and general contractual services of an actual value less than or equal to the amounts authorized for the Purchasing Officer in Article III of this Chapter, including the execution of any contract related to such purchase, and submit to formal competitive bidding procedures as defined in this chapter the purchase of supplies and contractual services of an actual value exceeding such amounts.

(b) Prescribe and maintain such records and forms as reasonably necessary.

(c) Designate surplus supplies and dispose of surplus supplies efficiently and economically.

(d) Prepare and maintain a purchasing manual as defined in this chapter.

(e) Authorize certain City employees to purchase limited amounts of supplies and contractual services as may be permitted by this chapter.

(f) In the exercise of his or her discretion, inspect supplies delivered; including, as required, chemical and physical tests of samples, to determine conformance with specifications set forth in the order.

(Ord. No. 2019-10, § 2)

The Purchasing Officer may delegate the purchase of supplies and general contractual services in such amounts and in a manner consistent with procedures as may be authorized by this chapter and established in the purchasing manual.

(Ord. No. 2019-10, § 2)

Organizational units of the City shall submit requests for supplies and general contractual services to the finance department by standard requisition form, or by other means as may be established in the purchasing manual.

(Ord. No. 2019-10, § 2)

Subject to section 28.15 of this Chapter, the use of purchase orders shall be in accordance with the procedures included in the Purchasing Guidelines in the City’s Administrative Policy Manual.

(Ord. No. 2019-10, § 2)

Except in cases of emergency, or in cases where specific written authority has first been obtained from the Purchasing Officer, a purchase order shall not be issued for supplies or general contractual services unless there exists an unencumbered appropriation in the fund account against which the purchase is to be charged.

(Ord. No. 2019-10, § 2)

The Purchasing Officer shall designate as surplus and dispose of all supplies which cannot be used, or which have become unsuitable, in accordance with procedures established in the Purchasing Guidelines in the City’s Administrative Policy Manual.

(Ord. No. 2019-10, § 2)

Some purchases may be subject to the terms and conditions of various codes, statutes and agreements of other governmental entities, including but not limited to federal and State grants. In these cases, this chapter shall apply only to the extent that it does not conflict with these other legal requirements.

(Ord. No. 2019-10, § 2)

§ 28.18. through § 28.29. (Reserved)